Introduction
Phase 3 of the curriculum focused on the development of skills used for creating memos. Throughout this phase, I worked on my skills of memo composition, emphasizing form, purpose, & audience. As the 3 memos written in this sections showcase below show, I was able to produce concise and effective memos for a wide range of purposes and audiences.
Assignment#11: Memo 1: Memo to Printer
MEMORANDUM
TO: PRINTING DEPARTMENT
FROM: JOHN DOE
SUBJECT: DESIGN CHANGES / COMPLETION OF TECHNICAL DESCRIPTION FOR “DE CECCO LINGUINE PASTA”
DATE: March 5, 2024
Purpose:
This memorandum is to inform the printing department regarding the completion of the technical description for the packaging of “De Cecco Linguine Pasta” with the inclusion of new design changes.
Discussion: Through thorough collaboration and careful consideration of packaging requirements, we have finalized the technical description for the packaging of “De Cecco Linguine Pasta.” The description outlines detailed specifications regarding materials, dimensions, graphics, and other pertinent information necessary for production. Attached is a copy of the technical description, and specifications for the changes made to the box are included within it. Please note, that this Technical Description includes changes made to the box by the design department. Please note the specifications of these changes made to Panel E and Panel G as noted in the technical description.
Action Required:
Please thoroughly review the attached technical description document to ensure accuracy and completeness. Provide any feedback or clarification needed by March 8th. Proceed with scheduling and executing the printing process based on the provided specifications.
John Doe
Assignment #12: Memo 2: Memo to CCNY
MEMORANDUM
To: CCNY Transportation Department
From: John Doe
Subject: Improving Shuttle Service Scheduling for Students
DATE: March 7, 2024
This communication serves to address the necessity for the implementation of a scheduling system for the shuttle service that facilitates transportation for students from the pick-up points at 125th and 145th streets to the college campus. The absence of a structured timetable has resulted in uncertainty and inconvenience for students reliant on this transportation provision.
The absence of a scheduling system not only leads to inconvenience but also induces unnecessary stress among students, particularly those reliant solely on the shuttle service for transportation. Online the college states that the shuttles run from 6:30 am to 9:15 pm, but there is no exact times for their arrivals and departures, which can be extremely varying. Without knowledge of the shuttle’s arrival time, students are left uncertain about the duration of their wait, disrupting their daily routines and potentially influencing their attendance in their classes.
A pertinent incident occurred recently wherein several students experienced extremely prolonged waiting times at the designated shuttle stops without any communication regarding the shuttle’s estimated arrival time. This experience not only caused frustration but also led to delays in reaching campus, causing many students to arrive to class very late.
The introduction of a scheduling system for the shuttle service would significantly enhance the commuting experience for students. By providing real-time information on shuttle arrival times via a mobile application or website, students can better plan their journeys and minimize waiting times. This proactive measure would greatly benefit the efficiency and dependability of the shuttle service, ultimately benefiting the entire CCNY community.
The Transportation Department is respectfully urged to consider the implementation of a scheduling system for the shuttle service without delay. Such an initiative aligns with CCNY’s commitment to student success and would substantially improve the accessibility and reliability of transportation for students commuting from 125th and 145th streets to campus.
Thank you for your attention to this matter. Please take this discussion into consideration.
John Doe
Assignment #13: Memo 3: Incident Report
MEMORANDUM
TO: CCNY Public Safety Office
FROM: John Doe
SUBJECT: Incident report – Student Injury Due to Spillage on Stairwell
DATE: March 12, 2024
Purpose
The following memo is to report a recent incident that transpired at 10:02 am on Tuesday, March 12th involving a student injury on the stairwell due to water spillage. This incident report not only aims to comprehensively document the event but also underscores the legal implications arising from the absence of “wet floor” signage, potentially impacting City College.
Incident Description:
On March 12th, at approximately 10:02 am, a student, identified as Joe Smith, suffered an injury on the stairwell outside the cafeteria in the NAC building. The incident occurred due to a spillage of water on the stairs. The nature of the incident involves Joe Smith scaling down the stairwell in a standard manner, from where he slipped due to spillage of water on the bottom half of the stairs, causing him to break his right ankle. The incident occurred without the presence of any “wet floor” signage, exacerbating the severity of the incident.
Incident Analysis:
Upon thorough examination, it has been determined that the spillage was caused by students sitting on the stairwell over half an hour before the incident. This poses a significant safety risk, as the janitorial staff had ample time to clean the spillage and put up a “wet floor” sign. The absence of “wet floor” signage contributes to the negligence aspect of the incident. The potential legal impacts on stakeholders, including the injured student and City College, must be carefully considered.
Stakes:
The stakes involved are twofold: first, the well-being and safety of the students, and second, the potential legal exposure City College faces. The failure to address these issues promptly may compromise not only the institution’s commitment to providing a secure environment for students but also the institution’s reputation and financial standing due to potential legal liabilities.
Recommendations and Action Plan:
In response to the incident, immediate action must be taken to address the safety lapse and potential legal exposure the City College may face. Therefore, a multifaceted plan is recommended:
The priority is the swift clean-up of the spillage and securing the affected area. Simultaneously, regular maintenance checks must be instituted to identify and promptly address potential hazards, minimizing the risk of future incidents.
Secondly, staff training programs should be revamped to include comprehensive awareness sessions on the importance of prompt hazard response and the correct implementation of appropriate signage. This step is critical in instilling a culture of vigilance and responsibility among all personnel, thereby reducing the likelihood of similar incidents.
The adoption of a proactive and preventive approach will not only mitigate immediate risks but also serve as a robust defense against potential legal consequences. By fostering an environment of heightened awareness and responsible action, the institution can significantly minimize its exposure to legal liabilities stemming from safety lapses.
Thank you for your attention to this matter. Should you require any additional information, please do not hesitate to contact me.
John Doe
